Tasks Control System

System Guidelines & Procedures

Step-by-step role-based procedures to input, manage, and audit corporate cash positions and operational job analysis profiles.

Account Handler Guidelines

Confidentiality Notice: As a regular Bank Account Handler, your view is restricted. You will only see the bank accounts that have been explicitly assigned to you by the CFO.
  • 1
    Access the Bank Tracker
    Log into the system with your email and password. Click the Bank Tracker menu link in the sidebar ( icon). You will automatically load into the My Bank Updates tab.
  • 2
    Identify Pending Accounts
    You will see a list of dedicated cards, representing each bank account you manage. Review the top right badge on each card:
    • Pending Update indicates values must be filled for today.
    • Posted means today's values are already locked and saved.
  • 3
    Input Daily Values & Real-Time Math
    Fill in the three numeric fields. Notice the Net Usable Balance changes automatically as you enter values:

    Calculation Formula:
    $$\text{Net Usable Balance} = \text{Bank Balance} + \text{In-Transit Deposits} - \text{Scheduled Payments}$$
    Qatar National Bank (QNB)
    Account #: 9876-XXXX-1234 • Entity: Trading Subsidiary (QAR)
    Pending Update
    Net Usable Balance 135,000.00 QAR
  • 4
    Add Comments & Submit
    Input optional comments if you have payment details or deposit delay reasons, then click Post Update. The card badge will switch to green (Posted).
  • 5
    Account Access Delegation during Leave
    If you are planning to go on a leave, you can temporarily delegate your bank account access to update balance to another active staff member. During this period, all your system notifications and reminders will be automatically redirected to the delegated staff.

    To set up delegation:
    1. Go to My Profile in the sidebar. 2. Scroll down to the Account Access Delegation card. 3. Select the employee you want to delegate to from the dropdown. 4. Set the Start Date and End Date for your leave period. 5. Click Save Delegation Settings.
    Account Access Delegation profile card
    Self-Service delegation card in the My Profile tab for active leave coverage.

CFO & Administrator Guidelines

Administrative Control: Only users flagged with privileged roles (CFO, Admin) can configure settings, trigger reminders, resend login details, or view consolidated Daily Reports.
  • 1
    Generate consolidated CFO Daily Position Reports
    Navigate to the CFO Daily Report tab inside the Bank Tracker. Use the Grouping dropdown to organize accounts by Corporate Entity or Industry. Aggregated values and net figures update automatically.
    CFO Daily Report grouping and dashboard balances
    CFO consolidated daily report dashboard showcasing entity/industry group subtotals.
  • 2
    Batch Import Bank Accounts
    To upload multiple accounts, select the Import Excel tab. Download the sample Excel structure, fill in your fields, and upload it. The importer normalizes columns and auto-provisions handlers automatically.
    Excel Spreadsheet Import panel
    Spreadsheet Importer layout showing template download button and normalization engine.
  • 3
    Reset User Credentials / Resend Details
    If a handler forgets their login, go to User Management in the sidebar. Locate their row in the User Directory and click the Resend Details mail button. The system resets their password and sends a notification.
    User Management directories actions column
    User Directories table displaying the "Resend Details" mail-icon button in the Actions column.
  • 4
    Configure Global Reminders & Cutoffs
    Under the Settings tab, configure global parameters including the Daily Cutoff Hour, automated reminder trigger schedules, and report formats.
  • 5
    Manage Employee Delegation and Overrides
    Administrators and CFOs can set, clear, or modify delegation settings on behalf of any employee.

    To configure delegation:
    1. Navigate to User Management in the sidebar. 2. Find the employee in the directory table and click Edit. 3. Scroll to the Delegated User (For Leave) fields. 4. Select the covering employee and input the Delegation Start and Delegation End dates. 5. Click Save Changes to apply the delegation settings.

Staff Job Analysis Guidelines

Purpose of Job Analysis: This profile allows you to register all your operational duties and responsibilities. The AI assistant cross-checks these duties for load balancing, workload optimization, and duplication avoidance.
  • 1
    Access the Job Analysis Dashboard
    Log in to the system. From the sidebar menu, click on the Job Analysis link ( icon) located right before 'My Profile'. This opens your personal Job Analysis dashboard.
  • 2
    Understand and Fill the Job Duty Fields
    Click on the + Add Duty button to open the form. You must register each regular operational duty with the following fields:

    Field Name Definition & Guidelines
    Duty Title Provide a concise name for the task (e.g., "Prepare VAT Return" or "Post petty cash entries"). Avoid overly generic names.
    Frequency Select how often you perform this:
    • Daily: Performed every working day (e.g. daily cash counts).
    • Weekly: Performed once a week.
    • Monthly: Performed once a month (e.g. ledger reconciliations).
    • Annually: Performed once a year (e.g., year-end tax returns).
    Hours per Occurrence The average time in hours spent on the duty each time it is performed (e.g., enter 2.5 for 2 hours and 30 minutes).
    Description (Optional) Describe the steps, software platforms, templates, or reports used. Highly recommended for accurate AI overlap and workload audits.
  • 3
    Submit & Lock for CFO Review
    Once all your core operational duties are registered, click the green Submit Job Duties button. This will submit your profile for consolidated CFO audit. Submitting locks your profile from edits (to unlock, contact the CFO).

CFO Job Analysis Management Guidelines

Consolidated Overlap Analysis: CFO and Admin users can monitor submission rates, run cross-organizational duplication audits, and receive AI load balancing suggestions.
  • 1
    Monitor Staff Submission Statuses
    Navigate to Job Analysis in the sidebar. As a CFO, you will see a consolidated dashboard of all active employees. The dashboard lists each staff member's department, submission status (Submitted vs. Pending), registered duty count, and total monthly workload.
  • 2
    Send Reminders or Reopen Profiles
    • For staff members with a Pending Submission status, click the Remind button in their row to send them an immediate custom email and in-app reminder. Or click Remind All Pending at the top to nudge all pending staff at once.
    • If a staff member has already submitted their duties but needs to edit them, click the Reopen button to unlock their form.
  • 3
    Execute AI Workload & Duplication Audit
    Click Run AI Workload Analyzer at the top right. The AI engine parses all submitted duties to build a Monthly Workload Comparison bar-chart, detect Overlapping/Duplicate Duties using linguistic similarity, and generate Load Balancing Recommendations.

Shared Services Department Staff Guidelines

Scoped Access: Department users are only authorized to enter driver values for their assigned corporate functions (e.g. HR, Procurement, Legal). Metrics for other functions will be locked or hidden.
  • 1
    Access Shared Services Dashboard
    Select Shared Services in the sidebar. Navigate to the 3. Driver Data tab.
    Driver Data Entry Form
    Driver Data Entry screen showing the input form for functional metrics.
  • 2
    Department-Specific Data Submission Steps
    Once in the Driver Data tab, choose your department section below and follow the instructions:

    Finance Department Staff

    Responsible for inputting financial metrics. Choose the receiver subsidiary, select drivers like Sales / Revenue, Segment Revenue, Gross Profit, or Net Income, input the value in QAR, and click Submit Value.

    HR Department Staff

    Responsible for personnel metrics. Select Headcount (All Staff) or Headcount (Excl. Labor) as the driver, enter the employee count for the receiving subsidiary, and click Submit Value.

    Procurement Department Staff

    Responsible for purchasing metrics. Select Purchase Order Value (in QAR) or PO Count (number of POs processed), input the metric, and click Submit Value.

    Logistics Department Staff

    Responsible for shipment metrics. Select Shipments or Transactions as the driver, enter the quantity for the target subsidiary, and click Submit Value.

    Legal Department Staff

    Responsible for legal compliance metrics. Select Effort Hours or Active Case Count, enter the value spent on the receiving entity, and click Submit Value.

Shared Services Entity Finance Manager Guidelines

Subsidiary Supervision: You are responsible for reviewing and signing off on the allocated costs assigned to your corporate subsidiaries.
  • 1
    Review Generated Debit Notes
    Go to Shared Services > 5. Billing & Reports. Select the billing period. You will see a list of debit notes matching your visibility scope.
  • 2
    Accept or Dispute Allocations
    • Click Accept if the charge is accurate.
    • Click Dispute if there is an error. You must enter a reason. Disputing instantly sends a warning notification to the CFO for investigation.

Shared Services CFO & Finance Manager Guidelines

Matrix Administration & Sign-off: Privileged roles manage the allocation matrix rules, run calculations, and sign off to post debit notes.
  • 1
    Manage Matrix & Rules Mapping
    Under the 2. Master Data tab, manage active subsidiaries, segments, functions, and remapping rules. Remapping rules link cost pools (e.g. Legal department) to their respective monthly drivers (e.g. Legal effort hours).
    Shared Services Master Mapping Matrix
    CFO Master Data interface showing corporate functions and drivers mapping matrix rules.
  • 2
    Lock Period and Run Allocation Calculations
    Once departments submit their data, lock the period. If quick corrections are needed, use the Unlock button next to the period status badge. Go to 4. Calculations and click Calculate Allocations to execute the cost-distribution engine.
    Period Status and lock control dashboard
    Period control dashboard showing status locks and calculations triggers.
  • 3
    CFO Approval and Debit Note Posting
    CFO reviews the calculations under the CFO Approvals tab. Clicking Approve & Post registers the allocations, locks the period permanently, and officially generates the Debit Notes.